Administrative Skills, Billing, Budget Management, Calendar Management, Catering Services, Contact Management, Cross-Functional, Detail Oriented, Employee Orientation, English Language, Expense Reports, Food and Beverage Industry, Hospitality and Tourism, Information Technology & Information Systems, Logistics, Marketing, Meeting Minutes, Microsoft Excel, Microsoft PowerPoint, Microsoft Product Family, Office Equipment, On Site Support, Onboarding, Passport Requirements, Plan Meetings, Portuguese Language, Revenue Management, Sales, Schedule Development, Spanish Language, Transportation and Logistics, Travel Planning, Willing to Travel
Exceptional Hospitality Starts with You
This role is based at our office in Miami, FL
This is your chance to be part of an in-house Commercial Services team that propels Hilton''s sales, marketing, revenue management, reservations, and analytics functions! As an Administrative Assistant you will support these areas which are at the core of Hilton''s "commercial engine" and are important to Hilton''s ability to achieve profitable growth. As part of the Commercial Services team reporting to multiple VP''s and Commercial Directors, you will provide administrative support as it relates to maintaining calendars, coordinating meetings, travel itineraries, expense reports, processing invoices, and developing and maintaining documents and presentation materials. You will provide support at the Vice President level and ensure your leaders stay on‐target and are aware of all priorities while also building positive partnerships with our global team and external partners. Your organization and attention to detail will be essential to the success of smooth and efficient daily commercial functions.
What you''ll do during a typical day:
- Schedule and handle the leader''s calendars, including booking domestic and international travel itineraries. This includes keeping track of VISAS needed for travel, passport renewals, and Global Entry expirations.
- Management of calendars through scheduling or calls & meetings, protecting time needed to work on priorities and avoid appointment conflicts and/or duplication
- Arrange and confirm meeting dates, locations, guestroom and meeting space reservations, transportation and other travel logistics, equipment, and food & beverage.
- Draft and/or prepare expense reports, documents, reports, correspondence, emails, and presentations and take meeting minutes as required.
- Maintain contact lists, files, and equipment/supplies.
- Track and maintain budgets and processing and tracking of invoices.
- Coordinate end-to-end onboarding logistics for new Team Members, including onboarding schedules, meet-and-greet lists, equipment and supply orders, travel details and logistics.
- In-person participation will be required at different meetings throughout the year.
- Expected travel at 10% of working days throughout the calendar year.
How you''ll collaborate with others:
- Coordinate with fellow administrative assistants to schedule meetings with senior executives and teams, obtaining meeting rooms, supplies, and organizing catering when required.
- Liaise with the Commercial Services team, internal departments and external suppliers.
- Partner with HR, IT, functional leaders, and administrative partners to confirm new-hire orientation, equipment pickup, office tours, and cross-functional introductions.
Deliverables you''ll take ownership of:
- Coordinate and provide onsite support for team meetings and external outings.
- Provide administrative support associated with special projects across Commercial Services as required.
What It Takes to Make the Stay
You have these minimum qualifications:
- Five (5) or more years of administrative experience
- Experience handling two (2) or more executive''s calendars
- Expertise in Microsoft programs - Power Point, Planner, Excel and others.
- Will need to work flexible hours to accommodate international support as needed.
- Professional fluency in English and Spanish (written and verbal).
- Travel up to 10%.
It would be useful if you have:
- Associate''s Degree/College Diploma
- Seven (7) years of professional experience.
- Prior experience and knowledge in the Hospitality industry.
- Professional fluency in Portuguese
Join an Award-Winning Workplace Culture
At Hilton, we don't just deliver exceptional experiences for our guests-we build an exceptional workplace for the Team Members who make it all possible. As a global leader in hospitality, we've welcomed more than 3 billion guests worldwide, all while staying true to our founding vision: to fill the earth with the light and warmth of hospitality.
Our award-winning culture has earned us repeated recognition on the World's Best Workplaces list by Great Place to Work and Fortune. With our suite of world-class brands, and a company-wide commitment to providing the best stay for every guest, we're setting new standards for the future of travel.
Whether you're starting your career or exploring something new, Hilton supports your journey every step of the way. Come for the job, stay for the career-and help us make every stay a little more magical.
Curious about life at Hilton? Explore our Careers Blog to see why we're more than a great place to stay-we're a great place to work.